【Reading Note】 A Practical Guide To Business Writing —— Words and Expressions

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This is a reading note, hope it was helpful.

1. PRC Concept

Please keep it in your mind

1. Purpose

   1. To Inform
   2. To Request
   3. To Persuade
   4. To Suggest or Recommend
   5. To Complain
   6. To Explain
   7. To Appreciate

2. Reader

   1. Supervisors
   2. Assistants
   3. Traineess
   4. Technicians
   5. Managers
   6. Employees
   7. Others

3. Content

   1. What information do my readers want?
   2. Will my reader understand technical terms?
   3. Would examples, details, or graphics help the readers to understand better?

      2. Words

• Keep Sentences Short
• Use Positive Language

We will be able to promote you to supervisor when you meet the experience required for this position.	We are unable to promote you to supervisor because you do not have the skills and experience required for this position
Log on again to reconnect	You cannot reconnect without logging on again

• Use Linking Words
  • Addition
    • And
    • In Addition
    • Also
    • Moreover
    • Further more
  • Cause and Effect
    • Because
    • Due to
    • Therefore
    • As a result
    • Consequently
    • Hence
  • Contrast
    • But
    • However
    • Yet
    • Although
  • Purpose
    • In order to
    • So that
    • So
  • Concession(让步)
    • Despite
    • In spite of
  • Alternatives
    • Either ... or ...
    • Neither ... nor...
    • Or
• Use Simple, Familiar Words
• Passive Voice Scenario
  • You don't want to identify who performed the action
    • Smoking is prohibited
    • The error has been corrected
  • To Avoid blaming anyone in particular
    • Profits are down by 2%
    • The monthly report was submitted later
  • You don't know who carried out the action
    • The training room was left unlocked
    • The briefcase was stolen at the airport terminal
• Avoid Confusing Words

3. Expressing

• Use Impersonal Style (I think, i feel are rarely used in business reports)
• Avoid Outdated Expressions, Try this below:
  • Please send your comments by (date)
  • Attached is ...
  • Eclosed is ... or i have enclosed...
  • Please call me on...
  • As requested...
  • As you requested...
  • We received your order...
  • Please let me know...
  • Please let me know when...
  • According to your e-mail...
  • Congratulations on your promotion to ...
  • I appreciate your...
  • Please see the ecnlosed brochures.
  • Please send me ...
  • Your pump is ready for testing
  • Thank you for your cooperation in this matter.
  • As you requested , two contrancts are attached.
  • Please call me if you have any questions.
  • Please send me details.
  • I am sorry...
• Avoid Repetition
• Aviod Turning Verbs Into Nouns
  • instruct (give instructions to)
  • classify (make a classification)
  • investigate : The police investigated the matter.
  • assess
  • observer
  • review
  • adjust
  • we intent to audit the program.
  • my boss expects me to attend the meeting.
  • we hope you will reconsider your position .

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